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HomeMy WebLinkAboutMINUTES - 08171999 - C177-C181 BOARD OF SUPERVISORS FROM: J. MICHAEL WALFORD, PUBLIC WORKS DIRECTOR DATE: August 17, 1 999 SUBJECT. Authorize County Purchasing Services Manager to Sign Agreement with Computer Programming Company for the Public Works Department (Thibault Associates, Inc.) 81`=CiFi REEQUEST(S)OR RECC MM=—NDATION(S)&&EA KGrRQUND AND JUSTIP17771IN lr Recommended Action: Authorize the Centra Costa County Purchasing Services Manager to sign the following service contract amendment identified below: Service contract With I hibault Associates, Inc., is amended to extend the contract term from July 1, 1999 to June 30, 2000. ll, Financial Impact: None. All costs are supported by restricted funds. Continued on Attechrrient. X SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRA70R RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON gcz��� ��F ��y�y APPROVED AS REOOMM NDED A, OTHE ER VOTE OF SUPERVISORS UNANIMOUS (ABSENT } � hereby cer lfy that this is a true and €orrect AYES: NOES: copy of an action taken and entered on the ASSENT: ABSTAIN: f minutes of the Board of Supervisors or, the date shown, g:Iv idordl8 17 I A T TESTED: Orig.Div:Administrative Services PHIL BATCHELOR. Clerk of the Board Contact: Cliff Hansen 925/313-2341 of Supervisors and County Adrn- Iristrator c: Auditor Controller Genera!Services,Purchasing Sy Deputy sit i Authorize PSM/Sign Agreement—Thibault August 17, 1999 Page Two Cllr Reasons foreoornerdatlone and �aok�rec�rtr�: The Public Works Department has employed this company to provide computer design assistance with the migration of the desktop equipment to hovel 4.1 and IOTAS environment. The required work will go beyond the time limit on the contract and the limit needs to be extended. IV. Co se ue cee of Ne at€ve Action: The required work will not be accomplished. o n r Costa TO: BOARD OF SUPERVISORS County FROM: Dennis M. Barry, AICP Community Development Director DATE: August 17, 1939 SUBJECT: CONTRACT AINMNDMENT WITH DEBRA SANQERSQN FOR CONTINUING MONITORING SERVICES (CONTRACT # C46559-00) SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATIOR REQQr ENDAT 1QNa Authorize the Community Development Director or his designee to execute a contract amens— ent effective July 1, 1999 through June 30, 2000, that: A. Incorporates three existing monitoring and implementation contracts for Debra Sanderson into her current easter Contract; and B. Increases the authorized amount for this neer expanded Master Contract by 97,788.00 to $137,748.00(vvhich includes a transfer of 10,318.00 from the three incorporated contrasts), F15CAL IMPACT The .majority of the casts are covered by application fees. There are two projects that are unfunded .mandates. BACKGROUND,ZBEASQNS FOR R?CO ENDA`IONS The Community Development Departnient has contracted with Debra Sanderson for monitoring services since 1994, beginning with the three Clean Fuels Projects built by area refineries. This refinery monitoring work is ongoing. Because of IVIS. Sanderson's fa.miliarity with industrial facilities, the Department has also contracted with her for assistance in implementing the Industrial Safety Ordinance, including the County's compliance with the Stipulated Judgment and questions concerning the applicability of the Industrial Safety drdinance. CONTINUED ON ATTACHMENT: X YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR, RECOMMENDATION OF ROARED COMMIT E APPROVE OTHER SIGNATURE M : .., ACTION CDS` BOARD ON e__..�-�.�� - '� �� - APPROVED AS RECOMMENDED C OTHER 'OTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN AYES: -- NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN.* MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Orifi: Judy Coons (925) 335-1287 ATTESTEr -°a F(:, -f. "`- l r -,� cc** Community Development Department Danice Merrill, Auditor-Controller PHIL BATCHELOR, CLERK OF County Administrator THE BOARD OF SUPERVISORS Judy Coons (CDD) AND COUNTY ADMINISTRATOR BY, >' � , DEPUTY As large land development projects were permitted, the Department contracted with Ms. Sanderson to assist with the creation of monitoring programs and with the day-to-day monitoring activities for such projects as Roddy Ranch, Country Club at Gale Ranch and Windemere Ranch. Last year several of Ms. Sanderson's contracts for monitoring land. development projects were consolidated into a single Master Contract. At this time, the Department would also like to consolidate Ms. Sanderson's Hazardous Materials Contract and her two Clean Fuels Project Monitoring contracts into this same Master Contract. Almost all of Ms. Sanderson's worX. is (and has been) covered by developer fees; the only exception has been her work supporting the Department's unfunded mandate concerning the Industrial Safety Ordinance. The total funding level for Ms. Sanderson would be comparable to the level authorized for the preceding fiscal year. This contract amendment would allow the consolidation of existing contracts for "Clean Fuels Project: MRC (Shell) &-Tosco (Avon)" #045434, "Clean Fuels Project (Tosco-Rodeo)" #C45403, &-"Hazardous Materials Management" #C46254 ,Aith "Master Contract, Mitigation Monitoring" #C46559 to increase efficiency in billing and tracking of funds. This contract amendment would also allow funding for the services to continue through 6/30/00. :,. Contra 1 . . . CostaCt TO: BOARD of SUPERVISORS County FROM: Dennis M. Barry, AICD Comrniunity Development Director DATE: August 17, 1999 SUBJECT: CONTRACT AMENDkSNT WITH BARRETT ANDERSON FOR CONTIN1JINC BIOLOGIC MONITORING CONTRACT SERVICES (Contract # 46560-00) SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECO EA' TIONS Authorize the Community Development Director or his designee to execute on behalf of the County an amendment to Barrett H. ,Anderson's Master Contract for continuing monitoring services through December 31, 2000. FISCAL IMPACT There is no fiscal impact to the County. The cost for there services are covered by applicant fees. BA KCRC3"ND/RE S-ONS FFR Rp CQN°1END. AT1O S :fir. Anderson currently has one contract with the County to provide biologic monitoring services for various proiects. This amendment would allow the contract for his services to continue for an additional 18 months with no increase in the contract maxim.uni of 20,000.00. Utilizing Mr. Anderson's services allows our Department to respond more quickly to the needs of the development community. CONTINUED ON ATTACHMENT: � SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR RECOM14ENDATION OF BOARD Codi/ TTEE ,,Y- APPROVE OTHER, SIGNATURE(S) : ' ACTIO OP EOAR9 TR7G r APPROVED AS RECOMMENDED E£9 OTIiER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A " UNANIMOUS (ABSENT €`r' - TRUE ANIS CORRECT COPY OF AN AYES: — NOES.* ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: _- MINUTES OF TATE BOARD OF SUPERVISORS ON THE DATE SHOWN. Orig: Judy Coons (925) 335-1287 ATTESTED Q,.'r(j:7 /Z r sr`2 cc: Community Development Department Danioe Merrill, Auditor-Controller PHIL BATCHELOR, CLERK OF County Administrator THE BOARD OF SUPERVISORS Judy Coons (CDL) AND COUNTY ADMINISTRATOR BY DEPUTY Contra TO: BOARD OF SUPERVISORS Costa FROM: John. Cullen, Director County Employment and Human Servic s meat \�, r'd CCUN'� DATE: august 9, 1999 SUBJECT: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with Ryno Imaging Systems, Inc. for technical support services dor the Information Technology Division of the Employment and Human Services Department. (21-546) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with Ryno Imaging Systems, Inc. in the amount of$860,000 as the sole source provider of technical support services for the Information Technology Division of the Employment and Human Services Department for the periost from. July 12, 1999 through June 30, 2000. FINANCIAL IMPACT: County cost is $172,000 (20%). Federal and state funds in the amount of$688,000 (80%) cover remaining contract costs. The County may substantially reduce both the payments and contract terra as positions existing in the 99/00 budget are filled, CHILDREN'S IMPACT STATEMENT: This contract supports all five of Contra Costa County's community outcomes: 1) "Children Ready for and Succeeding in School"; 2) "Children and Youth Healthy and Preparing for Productive Adulthood"; 3) "Families that are Economically Self-Sufficient"; 4) "Families that are Safe, Stable and Nurturing"; and 5) "Communities that are Safe and Provide a High Quality of Life for Children and Families." EHSD is dependent on automation for the payment of benefits and delivery of services, and a substantial loss of technical systems support could place all of the community outcomes at stake, BACKGROUND: The Department requested additional technical support positions in the 1999-2000 budget, but cannot move to recruit and tall those positions until the budget is adopted. This contract authorizes EHSD to retain critical services from technically skilled and experienced personnel who can correct system problems, move and install equipment, maintain essential system functions, and provide due diligence to minimize effects of the Year 2000 problem. Currently, Ityno Imaging Systems, Inc. is the sole source supplying these services countywide through the Department of Information.Technology (DoIT), under a contract that will exhaust its funds before the end of August, 1999. This contract allows staffing continuity until positions existing in the 99/00 budget car_be filled. CONTINUED ON ATTACHMENT: S SIGNATURE: PAA� X RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE � =APPROVE OTHER SIGNATURE(S):1L_41 `r ACTION OF BOARD ON� �- APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTEST€DC 4,..! PHIL BA CHELOR,CLEFRK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact: DON CRUZE,3-1582 cc: EHSD(CONTRACTS UNIT COUNTY ADMINISTRATOR BY�/1, �� �rc� DEPUTY CONTRACTOR TO.- BOARD OF SUPERVISORS `,. Contra FROM: Phil Batchelor, County Administrator Costa DATE: August 3, 1999 County SUBJECT: Contract for Executive Director, Arts and Culture Commission of Contra Costa County SPECIFIC REQUEST(S) O RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION(S): APPROVE AND AUTHORIZE the County Administrator, or his designee, to execute a contract between the County and Margaret L. Cowan for her services as the Executive Director of the Arts and Culture Commission of Contra Costa County during the period July 1, 1999 through June 30, 2909 with a contract cost not to exceed $45,909, FISCAL IMPACT This contract is funded through a State of California Arts Council grant (66%) and Courity.funds (34% budgeted). BACKGROUND/REASON(S) FOR RECO lC ENDAT"IQNAS): This contract continues the services of lis. Cowan who has served as Executive Director of the Arts and Culture Commission since December 1996. She provides staff support to the Commission in areas of program development, fundraising, and administrative services. She also, on behalf of the Commission, serves as the liaison with artists, arts organizations, community groups, governmental agencies, schools and businesses, in promoting arts and cultural programs, ® ATTACHMENT: x YES SIGNATURE: RECOMMENDATION OF COUNTY ADlV1NISTRATOR r"2ECCJ\t MENDATiON OF BOARD COMW 7EE APPROVEOTHER S€CNATURE(S): � ACTION OF BOARD N "J`��z'<.� � .+a a� APPROVED AS RECOMMENDED _® OTHER -- VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT: ASSTAIN: OF SUPERVISORS ON THE DATE SHOWN. f ATTESTED d i ? / :/� f 2� 2 PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR DEPUTY Contact Person: CC: Scott Tangy,Chief Assistant County Administrator Arta and Culture Commission Auditor Contra Costa County Number � Standard Form 1/87 SdORi FORM SERVICE CONTRACT Fund/;r�g �, V 1. Contract Identification. Account x 10 Department County,'.Administrator Other SubJect < Arts & Cult-bre Ccs—i.ss.i_o . of Contra Costa County. 2. Parties. 11he County of Contra Costa, California (County), for its Department named above, and the following *gamed Contractor mutually agree and promise as follows. Contractor: Margaret L. Cowan Capacity: Co$aauuI ct Taxpayer ID# 436-84- 4137 Address : 1402 Alhambra Aven=,ae m Martinez, CA 94553 3. Term. The effective date of this Contract is July _1, 1999 and it terminates June 311, 20:00 unless sooner terminated as provided herein. 4. Termination. This Contract may be terminated by the County, at its sole discretion, upon five-day advance written notice thereof to the Contractor, or cancelled immediately by written mutual consent. 5. Payment Limit. County's total payments �o Contractor under this Contract shall not exceed 5 o,000 5. County's Obligations. In consideration of Contractor's provision of services as described below, and subject to the payment limit expressed here-in, County shall pay Contractor, upon submission of a properly documented demand fof payment in the manner and form prescribed by County (Demand Perm D-15) and upon approval of such demand by the head of the County Department for which this Contract is made or ',his designee, as follows: [Check one alternative only] ( ) hour. or a. FEE RATE: $ per service unit: session, as defined below; or ( calendar (insert day, week -- _ or month) NOT" TO EXCEED a total of _ . - service unit(s) . b. Payment in full after approval by the Department. Dq c. As set forth in the attached Payment Provisions. 7. Contractor's Obligations. Contractor shall provide the following described services; See Attachment ll, Scope of Services 8. Compliance with Law. Contractor shall be • subject to and comply with all Federal, State and local laws and regulations applicable with respect to its performance under this Contract, including but not limited to, licensing, employment and purchasing practises; and gages , hours and conditions of employment, including nondiscrimination. 9. Nondiscriminatory Services. Contractor agrees that all. ,goods and services under this Contract shall be ava.il.able to all qualified persons regardless of age, sego, rase, reli- gion, color, national origin., or ethnic background, or handicap, and that none shall be -- I a_ _-t-_ , - -- s- p,..,,..r 4 .. - -1 4n4,1sz erfeT"zbin or instP"urt-ltan. SHORT FORM SERVICE CONTRACT cat Number 10Independent Contractor Status. This Contract is by and between two independent contractors and is not intended to and shall not be construed to create the relationship between the parties of agent , servant , employee, partnership, joint venture, or association. 11. Disputes . Disagreements between the County and Contractor concerning the meaning, requirements , or performance of this Contract shall be subject to final determination in writing by the head of the County Department for which this Contract is made or his designee or in accordance with the applicable procedures ('if any) required by the State Or Federal Government - 128 overnment -12. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1 �of and any regulltions promulgated - thereunder, Contractor shall, upon written request and until the expiration of four years after the furnishing of services pursuant to this Contract, make available to the Secretary of Health and Human Services, the Comptroller General, the County, or any of their duly authorized representatives, this Contract and books, documents, and records of Contractor that are necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a sub- contract with a value or cost of $10,000 or more over a twelve-mouth period, such sub- contract shall contain a clause to the effect that upon written request and until the expiration of four years after the furnishing of services pursuant to such subcontract, the subcontractor shall make available, to the Secretary, the Comptroller General, the County, or any of their duly authorized representatives, the subcontract and books,. docu- ments, and records of the subcontractor that are necessary to verify the nature and extent of all costs and charges hereunder. This special condition is in addition to any and all other terms regarding the maintenance or retention of records under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor. 13. Repoting Requirements. Pursuant to Government Code §7550-, Contractor shall include in all documents or written reports completed and sub=, tted to County in accordance with this Contract, a separate section listing the -numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such doc=ient or written report. This `section shall- apply only if the payment limit under this Contract exceeds $5,000. 14. Indemnification. The Contractor shall defend, indemnify, save, and hold harm-less the County and its officers and employees from any and all claims, costs and liability for any damages , sickness, death, or injury to person(s) or property, including without limitation all consequential damages, from any cause whatsoever arising directly or indirectly from or connected with the operations or services of the Contractor or its agents, servents, employees or subcontractors hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of the County or its officers or employees . Contractor will make good to and reimburse the County for any expenditures, including reasonable attorneys fees, the County may make by reason of such matters and, if requested by the County will defend any such suits at the sole cost and expense of the Contractor. 15. Legal, Authority. This Contract is entered into under and subject to the following legal authorities: California Government Code Sections 26227 and 31000. 16. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA CONTRACTOR By By Designee 6 4L h-r Approved:AnLy-, A' dmAn str r (Designate official capacity) By Designee Recommended by Department z ATTACHMENT B SCOPE OF SERVICES Contractor understands and agrees to the following scope of services: L Contractor shall provide staff support to the Arts and Culture Commission of Contra Costa County and serve as liaison with artists, arts organizations, community groups, governmental agencies, schools and business,in promoting arts and cultural programs. 2. Contractor's duties shall include but not be limited to the following: Program Development Serve as representative for the.Arts and Culture Commission to the media,the public,and at arts and cultural events,meetings,and functions. Assist in the formulation,planning, review, and implementation of long range organizational and community goals. .Assist in the identification and analysis of community arts needs, and develop and implement services and programs to fulfill those needs in accordance with priorities set by the Arts and Culture Commission. Foster a spirit of teamwork between arts and non-arts agencies through development of projects of common.interest. Develop operating procedures for programs. lw€rndraisigg Develop and implement a fundraising plan consistent with the goals set in cooperation with.the Arts & Culture Commission. Organize fundraising and promotional events. Prepare grunt applications and proposals. Develop relationships with businesses,foundations, and other funding sources as appropriate. Research new and alternative funding sources. Contractor• County- Date: Bate: Administration Supervise staff and volunteers as necessary to implement all programs and activities of the Arts & Culture Commission. Recruit community volunteer support. Manage written reports of activities for management and public review,including monthly written reports to the Arts & Culture Commission. Maintain agency records and files. 3. Contractor shall receive an annual performance evaluation by the Executive Committee of the Arts and Culture Commission. 4. Contractor agrees that her duties as Executive Director of the Arts & Culture Commission shall constitute her primary responsibility. Contractor, hN C— County: 1. Date: Date: ATTACHMENT A PAYMENT PROVISIONS 1. For services rendered pursuant to Attachment B, Scope of Services, contractor is to receive monthly payments of$3,376,with the total of such payments not to exceed$42,500. 2. In addition to the payments set forth in Paragraph L, contractor is entitled to reimbursement for vehicle mileage at the current County rate, plus reimbursement for other necessary expenses incurred in connection with the service provided under this contract. The total reimbursement is not to exceed $2,500. 1 The contractor's attendance at conferences and travel outside the County shall be approved in advance by the Chair or Vice-Chair of the Arts and Culture Commission of Contra Costa County. In-County travel may occur at the discretion of the contractor, but the Commission Chair or Vice-Chair must approve reimbursement for such.travel costs. Contractor: County: Date: Date: QUESTIONNAIRE FOR DETERMINING INDEPENDENT COIaRACTC7R PA ENT METI-OD All new or ren6�al - independent contractor agreements that do not meet IRS criteria for independent contract status must be paid through the payroll system so that withholding taxes and Social S ecurlIty can be deducted (note: this does not apply in the case of contracts with corporations, temporary help agencies, partnerships or established businesses with Taxpayer Identification number) . For completion by Department Personnel NO a. Do 1, as the employer, have the right to control not only the result of the work, but also the way in which it is done? b. Am I setting the independent contractor's hours? c. Is the independent contractor restricted from taking jobs from other businesses at the same time they are working for me? d. Do I or other departments have employee (s) with similar duties as the independent contractor? ur e. Does the County supply assistants to the contractor? f. Is the duration of employment for a specific period of time rather than a specific job? g. Does the County furnish training, tools'- or equipment to the contractor? A "yes" answer to any of the above questions will constitute justification for paying the contractor through the payroll system. CONTRACTOR CERTIFICATION PREPARED BY: I Certify that the answers to the above questions accurately reflect the anticipated working .relationship. REVIEWSI AND APPROVED BY: r � . ARTS AND CULTURE COMMISSION OF CONTRA COSTA COUNTY FISCAL YEAR 1999-2000 BUDGET EXPENSES PERSONNEL Employee Benefits 1.042 F.i.C.A. 4,000.00 1063 unemployment Insurance 100.00 1070 Workers Compensation Insurance 600.00 Subtotal Employee Benefits $4,700.00 2.31.0 Professional/Specialized Services Executive Director Salary/Health&Retirement Allowance 42,500.00 Executive Director Expenses 2,500.00 Office Manager Salary/Health&Retirement Allowance .24,500.00 Office Manager Expenses 1,250.00 Art in Chambers Exhibitions Coordinator 1,000,00 Fund Development Consultant 3,000.00 Cultural Plan Consultant 25,000.00 Artbeat Newsletter Editor 5,000.00 Subtotal Professional/Specialized Services 104,750.00 TOTAL PERSONNEL $1098450.00 OPERATIONS 2100 Office Expense(Printing/Postage/Office Supplies) 13,500.00 2102 Books/Periodicals/Subscriptions 150.00 2110 Communications(Voice?Mail/ nternet) 1,000.00 2111 Telephone Exchange Service 1,500.00 2194 Advertising Expense(Opportunity NOCS) 150.00 220€3 Men berships(CALAA,American for the Arts) 200.00 2270 Office Equipment Maintenance 300.00 2284 Requested County Mainterance 200.00 2303 Other Travel-(CALAA Convocation,Cyril Awards,etc.) 1,000.00 2477 Educational Supplies&Courses 500.00 2470 Specialized Printing(Letterhead Reprint) 1,000.00 Subtotal Operations 19,500.00 TOTAL EXPENSES $128�t3.00 INCOME Contra Costa County General Fund $50,000.00 Califomia Arts Council 40,003.00 National Endowment for the Arts 15,003.00 Foundation Contributions 20,000.00 Business and Corporate Contributions 2,000.00 Friends of AC5 Board of Directors Contributions 2,000.00 Fees for Services 1,500.00 TOTAL INCOME $130,500,00 SURPLUS(Income over Expenses) $1,550.00 (Adopted 7.14.99)